Program Assistant

Berkshire Taconic Community Foundation seeks a Program Assistant to process grants and scholarships and assist with database and project management. This position provides an opportunity to build knowledge of and skills in program development, philanthropy, and database operations. The Program Assistant reports to the Program Director and is a full-time, office-based role. 

Since 1987, Berkshire Taconic Community Foundation (BTCF) has strengthened our region through philanthropy and leadership. We channel generosity where it is needed, bringing together resources and passion to tackle pressing issues and create lasting change. BTCF initiatives help advance foundation priorities and build equity and inclusion in our communities. As a workplace, BTCF is in an in-depth internal capacity building process to embed equity and inclusion in our governance, strategy, and operations.  

BTCF serves over 60 communities across a four-county region encompassing Berkshire County, Mass., northwest Litchfield County, Conn., and Columbia County and northeast Dutchess County in New York. The foundation awards over $15 million dollars annually in grants and scholarships each year. 

Position Overview 

The Program Assistant is responsible for the Foundation’s grant and scholarship processing, database and project management system maintenance, assistance in coordination of volunteer scholarship and educational enrichment fund committee meetings, and support for grant and scholarship applicants. The position provides administrative support to Program Department staff, as needed, and collaborates in the improvement and documentation of operational processes and procedures.    

The Program Assistant works collaboratively with coworkers to provide courteous and responsive communication to our staff, constituents, volunteers, and applicants, and to support the Foundation’s commitment to equity, inclusion, and respect.  

Essential Functions 

Weekly grant and scholarship transaction processing  

• Process transactions: grants and scholarship payments, profile maintenance, knowledge of funds and fund documentation, and reporting
• Edit and process correspondence or fundholder requests
• Support the maintenance of the grant and scholarship lifecycle management systems (We use GLM and SLM.)
• Oversee the project management system for education enrichment and scholarship projects; regularly reporting to the team on progress and delays. (We use Asana.)
• Be the first point of contact for inquiries regarding scholarship and education funds.

Maintain Foundation’s database 

• Create and maintain database records per organizational standards
• Create and maintain grant and non-grant reports to support Foundation reporting and communication needs
• In collaboration with the Tech Operations Manager and staff, identify, document, and maintain best practices for data management within the Foundation

Support Scholarship and Educational Enrichment Funds (EEF) Portfolio 

• Work closely with the CEO for Education to support the Scholarship and Educational Enrichment Fund (EEF) volunteer committee review process
• Serve as community contact for all Scholarship/EEF funds, with support from the Grant Assistant, including
• Routine notifications to school committees, guidance counselors, etc.
• Providing community outreach activities, as needed and as time allows
• Serve as contact for all Scholarship/EEF grant reviewers, with support from the Grant Assistant
• Schedule in-person or virtual meetings for scholarship/EEF committees
• Prepare scholarship/grant applications for staff and committee review
• Send meeting materials to committees
• Greet and provide hospitality to in-person meeting participants

Program staff administrative support 

• Support the Program Director in monitoring annual activities for Field of Interest Funds and Designated Funds
• Assist on an as-needed basis with communications, scheduling, grant contracts and meeting preparation, and project support

Collaboration and Contribution to Process Improvements 

• In collaboration with the Tech Operations Manager and others, review and analyze existing organizational processes and procedures
• Identify, document, and communicate improved processes and procedures to staff

The Program Assistant may have responsibilities that evolve over time. 

Qualifications 

A qualified applicant for this role will demonstrate a compelling combination of the following attributes and skills: 

• Team player
• Proactive problem-solver
• Strong attention to detail and accuracy
• Comfortable managing multiple priorities and deadlines
• Great customer service
• Strong verbal and written communication skills
• Proficient with Microsoft Office products -Outlook, Teams, Word, Excel, PowerPoint
• Experience with CRM databases preferred

A college degree is preferred (A.A. or B.A.), but not required. 

Working Conditions and Physical Demands 

• Ability to sit or stand at a workstation for long periods of time
• Ability to use a computer monitor and keyboard for long periods of time
• Ability to work on-site

Compensation and Benefits 

Berkshire Taconic Community Foundation is an equal employment opportunity employer. We encourage applications from people with diverse backgrounds and experiences.  

Starting salary is $42,000-$46,000; negotiable based on experience.  

We offer competitive benefits, including:  

• 403(b) retirement plan with employer contribution 
• Generous paid vacation and sick time 
• Health, dental, and life insurance
• Opportunities for professional development 

How to Apply 

Help us get to know you by providing a cover letter that shares why you want to work at BTCF and how your experience has prepared you for the role of Program Assistant. Your resume should include the highlights of your experience, education, and skills relevant to this role. 

Please submit your cover letter and resume to hr@berkshiretaconic.org with the subject line, Application for Program Assistant, followed by your name. Application review begins April 12 and will continue until the position is filled.